Estimating Assistant

Core Competencies & Common Tasks Bid Coordinator (clerical focus)

• Consistent Process
  • Follows Bid Roadmap to coordinate bid process from receipt of RFP to submission of bid deliverable to client
• Document Control
  • Secures Landlord rules & regulations
  • Creates SharePoint bid site & fills out bid board information
  • Downloads bid documents and construction drawings, combines loose sheets into unified bid sets as needed, and uploads documents to SharePoint bid site
• Subcontractor Outreach
  • Receives Pre-Launch trade list and uses it to generate subcontractor bid list in Bid Mail
  • Uploads bid documents and construction drawings to Bid Mail plan room, then sends bulk ITB to selected contacts
  • Calls subcontractors nationwide to ensure receipt of our ITB using subcontractor bid list as a guide; solicits interest, secures commitments to bid, and locks down qualified proposals. Phone calls are a sizable portion of the job and critical to success. Expected to make an average of forty calls or more per day during busy season.
  • Leaves detailed notes in Bid Mail and updates subcontractor contact info and bid‑specific information accordingly
  • Files received subcontractor bids by DCC code & trade, tracks revision history, and ensures only the most recent bids are included in the top‑level bid folder
  • Uses effective soft skills to build subcontractor trust and rapport through phone and email communication
• RFI Coordination
  • Collects RFI questions from subcontractors, routes to main RFI document
  • Distributes corresponding RFI responses to bid team and relevant subcontractors & suppliers

• Plan‑Reading
  • Performs initial page‑turn to identify relevant trades within GC scope, filling out detailed Pre‑Launch form to inform sub outreach effort
  • Performs deep drawing review to internalize project scope
• Takeoffs & Quantity Survey
  • Uses StackCT takeoff software to measure project scope (counts, lengths, areas) by DCC code & any relevant tags (HVAC duct size, finish tag, Door #, etc.)
• Scope‑Writing
  • Uses DCC bid book template to organize scopes of work and associated takeoffs into organized trade‑leveling sheets
  • Writes clear, concise scopes of work in action‑oriented syntax, avoiding passive language or boilerplate legalese; links scope to relevant Detail/Sheet or Note/Sheet references
  • Captures relevant tags, Detail/Sheet references, and organizes information into logical groups; organizes all scope under DCC Scope Group system
• RFI Writing
  • Writes clear, effective RFIs that draw out useful information; includes marked‑up plan snippets & Detail/Note/Sheet references to facilitate understanding and response by the Architect
• Leveling
  • Compares sub/supplier proposals to DCC trade scope to identify scope gap; determines source of disagreement and takes action to correct; inserts budget plugs where sub is non‑responsive
• Qualification
  • Evaluates non‑scope suitability on a per‑sub basis using insurance limits, labor force commitments/install durations, and related experience at proposed site
• Bid Form Preparation
  • Imports client Excel bid form into DCC bid book; installs formulas to connect client bid form to DCC scope pages
  • Uses C‑Code system within DCC bid book to route all DCC scope items/costs to the correct client bid form cost item
  • Uses deductive reasoning to ensure zero delta between DCC bid amount and client bid form total

• Coordinates superintendent transportation and housing set up within budget
• Works with project coordinators during the close‑out process – completes and organizes closeout tasks (punch list, certificate of occupancy, warranties, operations, and maintenance manuals) accurately
• Other clerical duties as assigned

• Takes direction, notes, remembers, and takes purposeful action; follows through on tasks without frequent or any follow‑up
• Able to navigate unfamiliar, remote construction markets, and convert emails and phone calls
• Succinct, clear, and effective communication style
• Deadline aware, process driven
• Strives to consistently meet or exceed stated department goals

• Must meet at least one of the following:
• BS or BA in construction, engineering, architecture, or related field
• At least one year working in the field, shop, or office of a general contractor, subcontractor, or design firm (architect/engineer)
• Proficient on a computer:
• Typing speed >= 40 WPM; two‑handed typing
• Proficient in Blue Beam Revu, Adobe Acrobat, or similar
• Familiarity with MS Office:
  Excel, Outlook, Word
• Basic knowledge of reading construction plans preferred but not required
• Highly organized, meticulous, and able to prioritize multiple tasks to completion
• Effective communication skills and interpersonal faculties
• Strong interest in construction management, contracting, and building spaces